Operations Manager

JOB TITLE: Operations Manager

FLSA STATUS: Exempt

POSITION SUMMARY:

The Site Manager is responsible for performing oversight of the operations of the Colorado Springs clinic. Additionally, the Operations Manager supervises all staff and works with the COO and physicians to ensure a compliant and successful practice, both operationally and financially.

JOB RELATIONSHIPS:

• Reports to the COO of Urology America
• Works closely with physicians and all providers in their assigned locations
• Works together with any outside Practice consultants providing any requested information regarding the financial operations and overall management of the Practice
  
  

ESSENTIAL SKILLS AND EXPERIENCES:

• Minimum three years medical practice leadership/management experience
• Bachelor’s degree with coursework in healthcare administration preferred
• Proven experience in managing practice revenue cycle including front desk and scheduling processes together with billing processes
• Experience in financial and human resource management, with preferred experience in urology
• Experience in managing and maintaining compliance within a medical practice
• Experience in medical regulatory issues, coding and contract negotiations
• Advanced computer knowledge of Windows operating system and programs, including Microsoft Office.
  
  

ESSENTIAL JOB RESPONSIBLITIES:

• Oversees daily site office operations and coordinates the work activities and schedules
• Ensures all providers and ancillary schedules are fully optimized daily by either personally reviewing or designating an individual in your office(s) to maximize providers’ schedule
• Communicate with all providers at a minimum monthly with focus on providing updates of operational changes and getting feedback from providers on issues and presenting these to COO to ensure operational optimization
• Ensures the office has the proper level of staffing needed to support clinic functions
• Ensures provisions of safe, high-quality patient care by the staff
• Ensures high level of communication in place amongst providers, staff, and other departments
• Reviews financials and metrics to ensure daily, weekly, and monthly performance meets expectations
• Responsible for assisting with the development and implementation of Urology Americas’ mission and strategic vision
• Recommends, develops, implements improvements for the operations of assigned clinic location
• Informs the COO about any current operational issues occurring at the practice
• Communicates operating policies and procedures to office staff
• Resolves any medical/administrative problems and keeps lines of communication open with staff to ensure high employee morale and a professional clinic atmosphere
• Oversees efforts together with human resources for recruitment, development, and performance evaluation of employees, maintaining a fiscally responsible staff salary budget
• Performs all local human resource functions for the assigned clinical site(s) together with the Human Resources Department, including oversight of all employee hiring, evaluations, disciplinary actions, and terminations
• Oversees and manages the staff including the front office, medical records, clinical staff
• Enhances operational effectiveness, emphasizing cost containment without jeopardizing important innovation or quality of care
• Ensures compliance with all regulatory agencies governing health care delivery and the rules of accrediting bodies including State inspections, as applicable
• Monitors risk management activities and appropriately address all risk management issues as required by CO law, including medical record custodial duties
• Represents Urology America in its relationships with other health organizations, government agencies and third party payers
• Maintains professional affiliations and enhances professional development to keep current in the latest health care trends and developments
• Maintains strictest confidentiality both with patient health records as well as sensitive Practice and employee information
• Primary management and oversight, together with COO and IT of all assigned clinical site information technology including practice management administration, EMR system, system network issues, telephone system issues and management of hardware needs
• All other duties as assigned
  
  

Performance Requirements:

Knowledge

• Knowledge of medical practices, terminology, and reimbursement policies.
• Knowledge of fiscal management, office management, and human resource management techniques
• Knowledge of organization policies and procedures
  
  

Skills

• Excellent organizational and time management skills.
• Outstanding verbal and written communication skills
• Setting, defining, assigning, monitoring, and evaluating outcomes of tasks and goals
  
  

Abilities

• Ability to clearly communicate and apply policies and principles to solve everyday problems and deal with a variety of situations.
• Ability to plan, exercise initiative, problem solve, make decisions.
• Ability to read, interpret, and apply clinic policies and procedures
• Ability to identify problems and recommend solutions
• Ability to establish priorities and coordinate work activities
• Ability to manage financial information
  
  

Reporting to this position: All Patient Service Representatives, Surgery Schedulers, Medical Assistants, MAs, RNs, and all other clinic staff in their assigned site location(s).

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are the representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions:

• Physical demands: Involves sitting approximately 80 percent of the day, walking or standing for the remainder. Work may require stooping and bending to access file and supplies, mobility to complete errands, and lifting up to 20 pounds.
• Work environment: Clean, well lighted office environment. Occasional evening and weekend work.
  
  

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